Deputy saves Tribeca Pediatrics managers two days per week on staff scheduling and time tracking
At a glance
- Managers save 2 days per week on staff scheduling & time tracking
- Staff save hours per week on monthly reporting
- Consolidated two separate systems into one
As one of New York’s largest privately-owned pediatric agencies, Tribeca Pediatrics has pioneered a unique model of care since opening its first location in lower Manhattan twenty years ago. The agency is committed to taking a low intervention approach while delivering high-quality service and care to its patients.
To deliver that quality care and accommodate every patient, Tribeca Pediatrics works diligently to ensure the right staff coverage at all times. This brings the challenge of building team schedules that perfectly balance staff availability and patient demand, as well as effectively communicating with staff regularly.
Today, the agency has thirty-two offices, each filled with a team of devoted staff and pediatricians. With plans to open eight to ten more offices next year, Tribeca Pediatric’s HR Director, Melissa F., needed a more efficient, scalable scheduling solution to manage her team’s shifts and HR reports across all their office locations. That’s where Deputy came in.
Before Deputy, Melissa and her team used two separate platforms to track time and schedule staff. Managers lost several days in the week going back and forth between both platforms to understand who was available or on leave in order to fill shifts. “It was time-consuming looking at two different systems to see who had PTO and then match it with the other system for scheduling,” Melissa recalls.
The two systems also weren’t integrated, which was an added barrier that caused time tracking and schedule operations to be even more arduous for her team. “The two systems didn’t talk to each other, so that was difficult. And having the employees use two separate logins to clock in and out, or to request PTO, or to see their schedule wasn’t working for us,” she explains.
The other systems also couldn’t build monthly reports the way her team needed, so they had to spend extra hours building them manually. They had to cross-check two systems to make sure payroll and staff benefits were matched correctly. It would take her team half a day to run these reports and ensure all the inputs were accurate.
Subsequently, her team was losing valuable time and productivity and had to put other essential HR tasks on hold. Tribeca Pediatrics needed a better solution, especially as they were opening more practices.
“It was time-consuming looking at two different systems to see who has PTO and then match it with the other system for scheduling.”
That’s when their team turned to Deputy to streamline staff scheduling, time tracking, and reporting with one easy-to-use platform. When looking for a more reliable and efficient solution, Melissa explains, “Deputy contains many things we were looking for in a new system — scheduling filters that can sort staff by position or location, and one system where all managers can see employee profiles.” She adds that it’s been much simpler for both managers and staff to use, and they’ve enjoyed that.
“Flexible,” “Modern,” “Aesthetically pleasing” are what come to mind for Melissa when asked how she would describe Deputy. The filters and unavailability feature have made employee scheduling so easy for managers, saving them two days out of the week on staff scheduling. They can clearly see when everyone is able to work and fill shifts accordingly across different departments and locations. She emphasizes, “there’s an easy way to look up employees in terms of where they are. If we need to reach them, it shows where an employee is, where they’ve clocked in, if they’re on leave, and that’s been very helpful.”
She also highlights that staff no longer have to spend up to half a day manually creating monthly payroll and benefits reports. “The reporting feature has made it much easier for teams to pull the data they need and see everything on one screen,” Melissa says. Her team has gained “a peace of mind” because they don’t have to go through the cumbersome, manual process they went through before Deputy.
Improved communication is another advantage Melissa’s team has gained since leveraging Deputy. “The managers can send out messages to the whole group,” she says. This is especially helpful when her team wants to know if shifts are open or know when specific meetings are happening across different departments.
“Getting rid of two systems and breaking them down into one definitely has helped with [regaining] our time,” Melissa says. With reclaimed time, Tribeca Pediatric staff has been able to catch up on essential tasks and reinforce their focus on providing quality care for their patients. Managers have been able to get in the field more and visit the offices to connect with the team further.
And as Tribeca Pediatrics is scaling, Melissa notes Deputy is keeping up with their growth and has made it seamless to keep up with employee scheduling: “it’s very easy to add locations in Deputy and parse it out to make sure all employees are assigned.”
“Deputy contains many things we were looking for in a new system - scheduling filters that can sort staff by position or location, and one system where all managers can see employee profiles.”